Administrative Assistant

The HR Administrative Assistant supports the Human Resources Director and the department’s overall efficiency. You will be managing schedules, coordinating meetings, preparing documents, answering phones, arranging travel and tasks within the domain of an administrative assistant. You’ll maintain the director’s calendar, prepare meeting agendas and minutes, and process invoices. During your day, you will start many different tasks as required. You will find yourself moving from one discrete task to another.

Benefits Summary :

· Pay Rate: $19.35 - $26.26

· Cost of Living Range: $4.36 - $5.92

· Retirement Plan: 5% base employer contribution plus up to 3% employer matching contribution

· Insurance: Medical, Dental, Vision and Life- effective date of hire

· Paid Time Off

· Holiday Pay

· Vacation

· Employee Assistance Program

Skills, Education, and Experience Required:

A minimum of an associate’s degree is required, but appropriate successful work experience may be acceptable in lieu of scholastic requirements.

Job Responsibilities:

• Responsibilities: You are not required to have done these in the past to be considered.
  • Support director in preparing immigration supporting documentation (immigration agreements, invoices, tracking of visa renewals etc).
  • Support director on preparation of termination settlements (follow up on firm compliance deadlines).
  • Coordinate HR initiatives and maintain a communication schedule about approved time off.
  • Coordinate distribution of Department of Labor posters.
  • Serve as backup for ESS and HR team tasks as needed.
  • Process invoices/credit card reports.
  • Process verification of employment/Student Loan Forgiveness Application
  • Process Yearbook updates.
  • Prepare written correspondence, ensuring accuracy and professionalism. Create, edit, and modify documents efficiently in Microsoft Office 365. Establish and maintain organized filing systems.
  • Greet visitors and callers, assisting when possible or redirecting to the appropriate contact.
  • Coordinate and arrange meetings, including preparing agendas, setting up rooms, and organizing meals and refreshments.
  • Approve address updates through the Employee Self-service (ESS) portal.
  • Maintain the address database in Poster Guard to distribute labor law posters across all Florida Conference entities.
  • Oversee and update content on the HR/Secretariat website.
  • Create user access credentials for Sage and HRActions.
  • Complete additional related duties as assigned by management.
• Technology Skills:
  • Document management - Microsoft Office 365 (Word, Excel, PowerPoint) for document creation, editing, and data management. • Calendar and scheduling software — Outlook; TEAMS and Zoom
  • Human Resources software — We will train you to use the Human resource management software HRMS
  • Presentation software — Google Slides; Microsoft PowerPoint
• Competencies:
  • Adaptability: Ability to handle various tasks and adapt to changing priorities.
  • Proactive Communication: Ability to communicate clearly and effectively
  • Professionalism: Maintaining a positive and respectful tone, especially in greeting visitors and responding to inquiries.
  • Confidentiality – Respecting privacy and handling sensitive information with discretion
  • Problem-Solving: Capability to independently address inquiries and resolve minor issues or escalate them appropriately.
  • Attention to Detail: Ensuring accuracy in correspondence, document processing, and data entry.
  • Reliability: Consistently providing timely support and following through on tasks and responsibilities.
  • Time Management - Strong organizational skills for managing filing systems and task prioritization